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EPA Records Schedule 009
Status: Final, 01/31/2009
Title: Integrated Grants Management System (IGMS)
Program: Grants
Applicability: Agency-wide
Function: 205 - Federal Financial Assistance
NARA Disposal Authority:
This schedule authorizes the disposition of the record copy in any media (media neutral), excluding any records already in electronic form. Records designated for permanent retention must be transferred to the National Archives in accordance with NARA standards at the time of transfer.
- N1-412-07-33
Description:
The Integrated Grants Management System (IGMS) is an electronic system that automates grant and interagency processes. IGMS collects grant and fellowship application information, information supporting the decision to fund the grant or fellowship, commitment notice information, grant and fellowship award information, and grant reports. EPA collects the information in order to award grant funds or fellowships to applicants to accomplish research, develop or deliver training, or conduct other activities that will protect or improve public health or the environment. Grants and fellowships are awarded to state, local, tribal, educational, and nonprofit partners.
The following types of information are contained in the system: acquisition/assistance (e.g., funding vehicle, business partner); financial (e.g., obligation and commitments, funds management, program information; planning and performance information); and human assets (e.g., business and contact information).
Disposition Instructions:
Item a: Electronic software program
This item is to be used only by the Office of Administration and Resources Management, Grants Management Division at Headquarters.
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Disposable
-
Destroy when no longer needed to ensure access to and use of the electronic records throughout the authorized retention period.
Item b: Input
This item is to be used only by the Office of Administration and Resources Management, Grants Management Division at Headquarters.
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Disposable
-
Destroy when data has been transferred by the applicant, successfully tested and acknowledged.
Item c: Electronic data - Superfund site-specific
This item is to be used only by the Office of Administration and Resources Management, Grants Management Division at Headquarters.
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Disposable
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Destroy 30 years after grant closeout.
Item d: Electronic data - waste water construction and state revolving fund grants
This item is to be used only by the Office of Administration and Resources Management, Grants Management Division at Headquarters.
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Disposable
-
Destroy 20 years after grant closeout.
Item e: Electronic data - other than Superfund site-specific, waste water construction, and state revolving fund grants
This item is to be used only by the Office of Administration and Resources Management, Grants Management Division at Headquarters.
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Disposable
-
Destroy 10 years after grant closeout.
Item f: Output and reports
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Varies
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File with related records and follow instructions for the related records.
Item g: Supporting documentation
This item is to be used only by the Office of Administration and Resources Management, Grants Management Division at Headquarters.
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Disposable
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Destroy when no longer needed to ensure access to and use of the electronic records throughout the authorized retention period.
Guidance:
Superfund site-specific grants and other program support agreements are scheduled as EPA 001; waste water construction and state revolving fund grants as EPA 232; and all other grants as EPA 003. The Grants Information and Control System (GICS) is scheduled as EPA 575.
Digital signatures are maintained for the same retention period as the related electronic data.
Reasons for Disposition:
IGMS provides an all-electronic process for grants from development of the grant guidance through the award and closeout. The system replaces the Grants Information and Control System (GICS), with the exception of the Office of Water's construction grants data. GICS was previously appraised as N1-412-00-4. The system provides information to grant applicants, grantees, and the public. The proposed retention meets all audit and litigation documentation needs.
Items e-h were renumbered as d-g in the 11/07/2006 version.
The following item was deleted in the 09/07/2006 version: Item d - Electronic data and supporting documentation - Tribal because the data is covered by item f.
Custodians:
Office of Administration and Resources Management, Grants Administration Division
- Contact: Kathleen Herrin
- Telephone: 202-564-5346
Related Schedules:
EPA 001, EPA 003, EPA 232, EPA 575
Previous NARA Disposal Authority:
Entry: 05/15/2000
EPA Approval: 11/13/2006
NARA Approval: 12/16/2008